LACES has integrated with Aztec to reduce manual data entry and allow agencies to search for Aztec-specific hours and analyze their impact on performance measures.
Instead of manual entry, the integration automatically imports Out of Class hours earned in Aztec. In LACES, these are represented by the hours type "Aztec Instruction - Distance Learning."
NOTE: "Aztec Instruction - Distance Learning" hours count towards a Period of Participation (PoP) and hours required for post-testing.
Integration Schedule and Details
Frequency: Hours are imported daily and include 7 days worth of data.
This means that any time earned in Aztec earlier than 7 days prior to the integration running should be manually entered in the student record.
Hours type: Hours imported from Aztec are recorded under "Aztec Instruction - Distance Learning."
Deleting: Hours imported from Aztec appear as "External" and cannot be edited or deleted without a special user role assigned. If Aztec hours should be deleted, please reach out to technical support.
Notification: More than one LACES user or email can be configured to receive the daily import results.
Re-importing: Re-running a file updates the existing hours rather than adding duplicates.
Rounding: Time below 00:07:30 (7 minutes 30 seconds) will not be imported into LACES. Everything else rounds up to the nearest 15 minutes.
Rounding can be adjusted based on the requirements of the State client.
The following calculations are used to round the hours prior to import to LACES (unless no rounding is requested):
Details on Matching
In order for Aztec Out of Class Hours to import, the following data points must match in both Aztec and LACES in the following order:
Agency: We configure an "Aztec Site ID" in LACES which you will find in Aztec as "LACES Site ID." This allows us to identify that data is transferred to the correct LACES agency.
Student: The "Aztec Username" is a new field added to LACES for clients who use the integration. This allows us to match the data in the file from Aztec to the correct student in LACES. Additionally, LACES confirms the student name on the file lines up (minor differences in spacing, accents, or capitalization will not cause a mismatch).
The "Aztec Username" field can be found in the Student record in the Education tab/panel. Users can manually enter the "Aztec Username" in the Student record or it can be added using the Student Integration IDs Import.
Class: Classes from Aztec must be added to LACES with the same exact name and include the "Aztec Class ID" on file. If no class has the ID set, LACES will try to match by exact class title.
The "Aztec Class ID" is found in the Class record in the Class Data tab > Class Details panel.
An agency may have more than one Aztec class but each class must include a unique "Aztec Class ID."
A student can be enrolled in multiple Aztec classes.
NOTE: Only students with an "Aztec Username" and an active Aztec class registration are candidates to have hours added via the integration.
Import Results
Results are emailed to one or more configured contacts and can also be found in LACES within the Imports grid (under the Additional menu). Open an import record and navigate to the Import Messages tab. You can use the status filter above the grid to isolate specific statuses or use the Export button to open the results in Excel.
Each row will display one of the following statuses:
Added: Hours recorded by the import.
Pre-existing: Hours already exist in LACES, may indicate they were updated.
No Match: Includes a reason, most commonly:
The student's "Aztec Username" is missing, incorrect, or the student has no active registration. (This is expected until agencies populate "Aztec Usernames.")
The username matched a student, but no class has a matching "Aztec Class ID" or a class with the exact name.
The username matched a student, but the first or last name did not.
No class matches the "Aztec Class ID," or the class-name fallback matched multiple classes. Resolve this by setting the correct "Aztec Class ID" on the class record.
Error: Indicates an invalid data point in the row (e.g., invalid hours value, a date outside the student's enrollment, or no Aztec hours type configured for the agency).